1.Who we are?

The Greengross Foundation is a small not for profit organisation whose aim is to promote an inclusive world where everyone values age irrelevance and expects equality in all phases of life.

The Greengross Foundation Ltd

Age Irrelevance, trading name used in branding and correspondence

Company number:

14647257

Date of incorporation:

8th February 2023

Company registered address:

Mangalage & Co

101 Whitmore Road

Harrow

Middlesex

HA1 4AF

Effective date of this policy:

1st March 2023

Control version 1

Data Controller:

The Greengross Foundation

Contact: Kay Allen kay@ageirrelevance.com

What is data protection?

The Data Protection Act 2018, which incorporates the General Data Protection Regulation (GDPR), is a privacy law that requires businesses to disclose their policies regarding the collection, use, storage and deletion of user data while also providing privacy rights to consumers. The purpose of this policy is to detail what data is collected by The Greengross Foundation, how it is used and how it is protected in accordance with the GDPR requirements. The GDPR gives individuals rights over their data.

As part of the activity of the Greengross Foundation, we are committed to protecting the rights and freedoms of data subjects in line with current data protection legislation. This Data Protection Policy evidences our approach to safeguarding personal data, enables us to be clear about how much personal data we collect, store and control, and helps us to ensure that our data protection practices are legally compliant.

We only want to hold data that helps us grow our campaign reach and stay connected.

Our data protection principles & commitments

Our principles regarding user privacy and data protection:

We believe user privacy and data protection are fundamental rights
We take protecting data and privacy seriously
We recognise that we have a duty of care to the people whose data we hold
We will only collect and process data when it is absolutely necessary
We will make it clear why we are collecting and how it will be used

Our data protection commitments:

Individuals are in control of their data: We understand personal data belongs to individuals

We are transparent: We will explain how we use data in a clear and jargon-free manner. We promote plain English

We keep data safe: We will protect personal data and confidentiality.

We do not sell data: We will never sell personal data and will never share it

We will not share personal information with anyone else

We will use personal data ethically and to add value: We will process personal data to provide individuals with our services, make them aware of our progress and to make them aware of events.
We will not send regular email newsletters

We will always give individuals the choice to simply unsubscribe

We will support individuals in exercising their data rights.

What personal data does the Greengross Foundation collect?

The Greengross Foundation Ltd, is committed to protecting the data privacy of people it engages with.

We hold some ‘Personal data’. The Data Protection Act has a wide definition of personal data that relates to a living, identifiable person. It includes information relating to that person or a combination of information which, if put together, means that the person can be identified. It can include names, contact addresses, telephone numbers, email addresses etc.

We hold limited ‘special category data’. This means personal data about a person's race, ethnic origin and political opinions. We want to do this so we can ensure our network has good diversity and good representation of views. Article 9 (d) of GDPR states that processing of special category data is carried out in the course of its legitimate activities with appropriate safeguards by a foundation, association or any other not-for-profit body with a political, philosophical, religious or trade union aim and on condition that the processing relates solely to the members or to former members of the body or to persons who have regular contact with it in connection with its purposes and that the personal data are not disclosed outside that body without the consent of the data subjects; The special category data we hold is for diversity and inclusion representation only. We also record special category data that relates to personal data which are manifestly made public by the data subject; This includes MP status and political party. We will also record relevant prefix and suffix indicators such as Mr, Mrs, Lord or Dr etc. We also want to engage with government and will record if an individual is member of the House of Lords.

We collect, store and process the following information:

Name

Email address

Correspondence address

Phone Number

Organisation name

Job title

We will also collect the following, which may contain information which relates to the personal data noted above:

Notes from phone calls

Email correspondence

Funding information

Indicators who have agreed to be an Age Irrelevant Change Maker

We collect and store information from the following channels, which reflect the ways that individuals might interact with us:

Social Media: LinkedIn. We have a LinkedIn page that is our main social interaction to raise awareness of our age irrelevant campaign. We will be able to see the names of individuals who have clicked on the ‘follow’ button. From LinkedIn we will be able to see the contact information e.g. email addresses or telephone numbers that individuals have shared on their profile.

Website: We have an information website through which people and organisations can subscribe to our mailing list and database www.ageirrelevance.com. We do not use cookies on this website and do not track data from the website. Users of the website will not be asked to accept cookies. The website is merely used as a brochure information sharing site. There are no pop-ups and no cross website sharing abilities.

CRM Database: We have a secure CRM database on a cloud system. (Currently we subscribe to Monday.com but reserve the right to change the system used). We use this system to record information about people who have engaged with our work and those we may wish to contact. We will also use it to send emails, record all messages and make notes from phone calls. It may also hold gender and ethnicity data.

Mailing list: We may occasionally use our database to send out mail letters to notify our network of events and important milestones. We do not regularly send mailshots – instead we will use social media sites, primarily LinkedIn. Individuals can unsubscribe at any time. If we do send an e-newsletter the software can track when emails have been read.

Phone calls/email. We keep a record of all emails and a written note from phone calls. These will be stored for 2 years

Why does the Greengross Foundation collect personal data?

Our campaign has a legitimate business reason for engaging with people and the organisations they represent. We believe it is legitimate as we need to network and hold discussions in order to grow our campaign. We will be connecting with people and organisations interested in the age irrelevance debate. This means that the information stored on individuals and organisations allows us to grow our network and amplify our campaign reach. Data will be kept for 2 years for the duration on the project. From 1st June 2023 to 1st June 2025. People who subscribe to our mailing list and who follow the age irrelevance page on LinkedIn are giving consent to be contacted.

The personal data that we collect from our website, LinkedIn activity, emails and phone calls will help us to connect with individuals who want to engage with our campaign.

The limited ‘special category data’ in accordance with section 9 of the GDPR, we hold is to help us ensure that our network has good diversity and good representation of views. We don't use this information for any other reason other than to conduct internal analysis to ensure that The Greengross Foundation is truly inclusive and representative - for example, ensuring our Age Irrelevant Change Makers are not all from one characteristic. This is especially relevant if we are engaging with senior leaders and CEO’s when the demographic is for example, predominantly white

We use a cloud based secure CRM database that is password protected. No data is stored on personal laptops, computers or any other electronic device. No manual records are kept. LinkedIn stores all other data on followers.

The Greengross Foundation is a small not for profit organisation and as such it is vital information is not simply known by one person. The CRM database enables accurate and comprehensive records of communication to be stored safely whilst allowing access by named officers of the company. Access to this database is strictly limited to officers of The Greengross Foundation.

The personal data we collect is not sold or shared with any third party.

Our website does not place cookies. There are no pop-ups and no cross website sharing abilities.

How long will the Greengross Foundation retain personal data?

All data will be store for 2 years and will then be deleted. Data is stored on the cloud with no additional back up made.

Status of Privacy Policy and Updates

This Privacy Notice is non-contractual. We reserve the right to amend it from time to time. Amendments will be posted to the Website and, where appropriate, through e-mail notification. Unless otherwise specified all such changes will take effect immediately upon posting to the website.

For the avoidance of doubt, no change to the Privacy Notice will change the content of your consent that you may have granted.

Privacy Questions

If you have any questions or concerns about this Privacy Notice or data processing or if you would like to make a complaint about a possible breach of local privacy laws, please contact The Greengross Foundation

Contacting the Greengross Foundation

For any queries or concerns about this policy, please Kay@ageirrelevance.com

Complaints to the Information Commissioner

Individuals also have a right to complain to the Information Commissioner’s Office or other appropriate regulatory authority in relation to your information held by us, and how we use it - contact details can be found here https://ico.org.uk/

Registration reference: ZB525949 Date registered: 21 March 2023 Registration expires: 20 March 2024